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Examples of e-collections that should be ordered using the multi procedures are:

  1. Gale Access Program
  2. IEEE
  3. Academic Search and Business Search combo order

ExLibris' Procedures for Multi Ordering similar to Gale Access Program, IEEE, or the combination order for Academic Search and Business Search

These procedures are for the scenario: one vendor - multiple databases (when there is a single cost for several databases i.e. IEEE, Gale, ASC/BSC).  SDLC negotiates and pays for a single resource but that resource includes multiple collections in that single price.  Examples of this would be IEEE or Gale Access Program where there are multiple resources included in a single price.  Order without Inventory is used with both options.

How to Create Purchase Order without Inventory: Information on how to create Order without Inventory and creating Technical Orders.  This section can be skipped if this process is familiar.

The Master POL for e-collections where there are more than one database ordered from that vendor in the ECC.

  • Go to Acquisitions Purchase Order Lines and click on Order Without Inventory –Use Electronic Collection-subscription
  • Order Heading, Alt Heading and Description should include information about the vendor the CO purchased systemwide (ECC)
  • Purchase Type Other Service Subscription
  • PO Line Owner is the Central Office and then Create PO Line (NOTE: write down POL number)

 Fill in details for Master POL

  • Material Supplier -Choose vendor code for list of vendors
  • Type in price paid for the contract with vendor (this is the amount paid to the vendor by the CO for the resources listed in the Master POL i.e. what is the total amount paid for the Opt-in resources)
  • Look up Fund for Central Office (i.e. Opt-in or ECC Fund)
  • Acquisition Method is Purchase at Vendor
  • Add renewal date for subscription and days for reminder period
  • Choose Order Now then click on Go
  • *Remember the POL number to use when ordering e-collection -this is the Master POL

Order e-collection -Technical POL (This is an Acquisitions Task)

  • Locate e-collection in NZ Repository: FIND Electronic Collection WHERE Electronic Collection Name CONTAINS <database name>
    • If the collection was migrated from SFX, stay on the INSTITUTION tab.  
    • If the collection is new and was not migrated to Alma, go to the COMMUNITY tab. i.e. New IEEE Xplore POP ALL
  • Click on Order
  • Choose Purchase Type -Electronic Collection -Subscription
  • Click on Create PO Line
  • Material Supplier -choose the supplier from list of vendor accounts
  • Choose the appropriate License
  • Acquisition Method is Technical
  • Under Additional section -Choose the Associated PO Line and locate the Master POL
  • Click on Order Now to save changes.
  • After POL has been ordered, can active the e-resource( see steps below) Remember this POL number (will be different from the Master POL)
  • Repeat for each collection for that vendor that is included in the single order, which means ordering each collection and adding the Master POL in the Additional Section of each order record.  If there is more than one JSTOR or ProQuest, those e-collections would be ordered and the Master POL added to the Technical POL.  JSTOR Arts & Sciences I would have a Technical POL and Arts & Sciences II would also have a Technical POL (ECC example).  All of these would go under the umbrella of the Master POL.


*Member Institution (the CO must be vendor and material supplier):

  • Library needs to create a vendor for the CO in their institute before Ordering the e-resource (For CO/SDLC as a vendor, this should be a one-time set-up for libraries.)
  • Locate the e-collection in the Repository in the NZ (use repository search for the e-collection > e-collection name) and begin Master POL procedures:

Option 1: Create Purchase Order without Inventory in the IZ and then order each NZ e-collection as a Technical Order:

The Master POL for e-collections when there are more than one database ordered from that vendor in the ECC.

  • Go to Acquisitions Purchase Order Lines and click on Order Without Inventory –Use Electronic Collection-subscription
  • Order Heading, Alt Heading and Description should include information about the vendor the CO purchased systemwide (ECC)
  • Purchase Type Other Service Subscription
  • PO Line Owner is the Central Office and then Create PO Line (NOTE: write down POL number)

 Fill in details for Master POL

  • Material Supplier -Choose vendor code for list of vendors
  • The List Price came from the negotiated license in the NZ admin
  • Choose Fund local to the library (If fund to pay for CO negotiated resources has already been created, go to next step)
  • Acquisition Method is Purchase at Vendor
  • Add renewal date for subscription and days for reminder period
  • Choose Order Now then click on Go
  • *Remember the POL number to use when ordering e-collection -this is the Master POL

Order e-collection -Technical POL (This is an Acquisitions Task)

  • Locate e-collection in Repository: FIND Electronic Collection WHERE Electronic Collection Name CONTAINS <database name>
    • Locate e-collection in the NZ
  • Click on Order
  • Choose Purchase Type -Electronic Collection -Subscription
  • Click on Create PO Line
  • Material Supplier -choose the supplier from list of vendor accounts
  • Choose the appropriate License
  • Acquisition Method is Technical
  • Under Additional section -Choose the Associated PO Line and locate the Master POL
  • Click on Order Now to save changes.
    • Do this for each collection that is included in the subscription.  
    • There will be one Master POL with no inventory attached and each database or collection included in a single subscription will be ordered and attached to the Master POL.
    • Once all of the Technical POLs have been created, look for the Master POL in Acquisitions > Search for PO Line.  Under the Associated PO Lines tab will be all of the Technical PO Lines.

 Option 2: Order one of the e-collections in the NZ and add the other e-collections to that order as technical orders:

This is similar to Purchase without Inventory but instead you use one of the e-collections as the main order and attach the other e-collections as Technical Orders.

Order the e-collection that is available to the subscribed library which will then use the negotiated license with the cost of the subscription.  All of the e-collections in the NZ have the license and cost for that library included so a library can pick any of the e-collections included in the single order.  The cost of the resource will be pushed to the local POL if you use this method.  Also, when the resource is updated, the new price will be pushed to the local POL.  Remember the POL number for the e-collection that is being used as the main order.  Then attach that POL to the Technical Orders for the other e-collections included in the order.

An example for this order option is the combined subscription of Academic Search with Business Source.  If the library subscribes to the combined collection for a single cost, order the "master" collection (ASC) of the combined collections ASC/BSC.  Then do a Technical Order with zero cost for second collection (BSC) and attach the master POL from the ASC order to the Technical Order so the library is not charged twice for single subscription.

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